The Council of Chief State School Officers (CCSSO) is a nonpartisan, nationwide, nonprofit organization of public officials who head departments of elementary and secondary education in the states, the District of Columbia, the Department of Defense Education Activity, Bureau of Indian Education, and five U.S. extra-state jurisdictions. CCSSO provides leadership, advocacy, and technical assistance on major educational issues. The Council seeks member consensus on major educational issues and expresses their views to civic and professional organizations, federal agencies, Congress, and the public.
The Meeting Services Specialist reports to the Meeting Services Director and is part of the Meeting Services team. Working within the scope of CCSSO, this position manages the planning and execution of assigned events with 65 attendees or less, the creation and support of all online events registration web pages for assigned meetings, assists with monitoring the email@example.com e-mail account while maintaining a high level of customer service to the internal stakeholders and to program participants.
Essential Functions and Responsibilities
Specific responsibilities include:
Plan: All assigned meetings, of 65 or less attendees, from start to finish including managing rooming lists, creation of event specifications and all resulting event orders, transportation and shipping and printing of meeting related supplies.
Organize: Pre, on-site and post event meeting activities including school tours and receptions, hotel accommodation confirmations, food and beverage selections, audio visual requirements and any other special arrangements as the program requires.
Provide: Onsite event management to all assigned meetings (as determined with the Director of Meeting Services) to ensure a flawless execution while providing a high level of customer service to all members, speakers, invited attendees, staff and vendor partners.
Communicate: With assigned programmatic staff liaison to gather all event specifics. Provide regular status updates within department and across teams as well as with external vendor partners to ensure changes, additions and details correspond to established timelines and deadlines.
Review: All post event invoices and billing requirements and reconcile all bills ensuring timely and consistent payments as well as adherence to established budgets. Reconcile all meeting services charges on corporate AMEX card in adherence to monthly deadlines.
Coordinate: With internal staff to gather specifications for online registration events creation.
Lead: All assigned meetings to develop, manage and maintain production timelines for each assigned event registration launch and supporting testing tasks including leading the internal testing of online event registration, including suggesting and implementing changes.
Review: Event registration information to ensure that each event is created in alignment with established planning deadlines.
Provide: Assistance with monitoring, responding to and delegating queries received in the firstname.lastname@example.org email account and via the department phone line in an efficient and timely manner as well as AMS database upkeep. Also provide onsite registration assistance as needed to assigned meetings.
Serve: As secondary back-up for Travel Coordinator, assisting with the Egencia booking process, customer service, and business travel account (BTA) reconciliation as needed.
Create: Registration lists and reports as needed to facilitate badge printing and provide updates on budget adherence.
Monitor: Department event registration supplies, make suggestions and recommendations for new and improved supplies as needed.
Other duties as assigned.
Education and/or Experience
Associates degree required, bachelor’s preferred.
At least three (3) years of similar experience required, association/nonprofit experience preferred.
Two (2) years of meeting planning, registration and housing and execution principles preferred.
Hotel and/or hospitality experience preferred.
Ability to read, analyze and interpret instructions.
Effective communicator with strong oral and written skills to include active listening and questioning skills.
Excellent interpersonal, verbal, and written communication and negotiation skills and the ability to respond to common inquiries from internal and external customers.
Reasoning and Problem Solving Ability:
Ability to apply situational understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to apply active listening and questioning techniques to gain a complete understanding of issues.
Strong analytical and problem-solving skills.
Ability to troubleshoot and create novel solutions based on current knowledge and best practice.
Travel to on-site meetings and the ability to attend evening and/or weekend meetings. Travel is required approximately 8-10 times per year between 2 – 4 days per trip within the United States.
Positive team player with strong interpersonal skills and an ability to work with a wide range of internal and external personalities.
Detail oriented, works well under pressure, and able to handle multiple tasks and requests simultaneously, with excellent focus and strong prioritization skills.
Collaborative work style and a dedication to exceptional customer service.
High ethical standards.
Proficiency in Microsoft Office 365, especially Word and Excel, and use of Internet browsers to conduct research.
Understanding of online registration and event management software, experience with Avectra/Abila/NetForum software and on-site event registration technology.
Proficiency in trouble shooting equipment.
Understanding of and previous experience with Egencia Corporate Travel a plus.
Able to apply basic troubleshooting techniques to address equipment issues while onsite.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.